END OF APPOINTMENT DUE TO LOSS OF FUNDING

LETTER TEMPLATE

(NOT FOR USE FOR EPA TIER 1 SENIOR OFFICERS; CONTACT OHR IN THESE CIRCUMSTANCES)

SUPPLIED BY EPA NON-FACULTY HUMAN RESOURCES

** REVISED AS OF 10/01/2009 **

NOTES FOR UNIT MANAGEMENT PREPARING THIS LETTER

NOTE 1: This template is updated periodically to reflect changes in policy or business procedures. Please assure you are using the most up-to-date template by checking for the latest version on the EPA Non-Faculty Form Finder of the OHR web site. If you have specific questions with the content of this template or would like assistance in preparing this letter, contact EPA Non-Faculty Human Resourcesat 962-2897.

NOTE 2: It is preferable this letter be delivered in person to the employee. If this is not possible or practical, the original signed letter should be sent via 1st class or registered US Mail or overnight service with a PDF copy of the signed letter sent via electronic mail.

NOTE 3: Provided that the appointment letter included notice that the position is contingent upon funding, there is no required notice although the employee should be informed at the earliest practicable date. A courtesy notice of at least 30 days is encouraged.

NOTE 4: If the employee has 24 months or less of UNC-CH or State of North Carolina leave earning service, they may be subject to a different leave payout formula than the regular 240 hour limit. For more information, see EPA Non-Faculty Leave Transfer or Payout available at http://hr.unc.edu/epanf-leavetransfer-payout. For employees with 24 months or less of UNC-CH leave earning service, but who have a combined leave earning service in excess of 24 months when also counting leave earning service from one or more North Carolinalocal or state government agencies, please include appropriate documentation in support of that service as an attachment to the EPAWeb action.

NOTE 5: To identify the Benefits Specialist assigned to your work unit, including telephone and e-mail contact information, use the HR Connect Tool at http://hrconnect.unc.edu/and enter your department number and the category of “Benefits Questions.”

NOTE 6: A fully-signed copy of the signed letter is provided to EPA Non-Faculty Human Resources as an attachment to the EPAWeb End of Employment action (with Department signature). Please do not send paper copies of these letters to OHR.

** TEMPLATE CONTENT BEGINS ON NEXT PAGE **

Text to be modified for the specific employee is highlighted in gray.

References to notes for Unit Management should be deleted and is highlighted in yellow.

Print on Unit, School or Division Letterhead, as applicable.

[DATE OF LETTER]

[EMPLOYEE NAME]

[HOME ADDRESS]

Dear [NAME]:

It is with regret that I must inform you that your EPA Non-Faculty position of [JOB TITLE] in [WORK UNIT NAME] is being discontinued due to the lack of availability of funds from sources other than continuing state budget or permanent trust funds. In accordance with the terms of your appointment letter dated [INSERT DATE OF APPOINTMENT LETTER] your continued employment is contingent upon this funding.

Your appointment is being ended and this notice provided, in accordance with Section IV of the University’s Employment Policies for EPA Non-Faculty Research Staff, Instructional Staff, and Tier II Senior Academic and Administrative Officers whose positions are contingent upon funding. You may view a copy of this policy on University’s web site at: http://hr.unc.edu/epanf-employpolicies. I can also provide you a copy of this policy at your request.

[If discontinuing without an extension of the current appointment, insert this paragraph instead of the subsequent paragraph]

This letter serves as formal notice that your appointment will be discontinued on [INSERT DATE OF APPOINTMENT END]. Between now and this date, you will continue to receive your full salary and benefits, perform the duties of your position, and report during your established work hours [INCLUDE ANY ALTERNATIVE WORK ASSIGNMENT OR LOCATION, IF DIFFERENT FROM REGULAR WORK DUTIES, OTHERWISE THIS MAY BE OMITTED].

[If extending the current appointment briefly prior to discontinuation, insert this paragraph instead of the proceeding paragraph]

This letter serves as formal notice that your appointment is being extended through [INSERT DATE OF APPOINTMENT END] at which time it will be discontinued due to lack of funding. This extension does not result in any additional notice requirements beyond what is already provided, and all other terms of your original appointment including any funding-related contingencies remain unchanged. Between now and this date, you will continue to receive your full salary and benefits, perform the duties of your position, and report during your established work hours [INCLUDE ANY ALTERNATIVE WORK ASSIGNMENT OR LOCATION, IF DIFFERENT FROM REGULAR WORK DUTIES, OTHERWISE THIS MAY BE OMITTED].

[If employee is in a leave earning status (permanent indicator with FTE of .50 or greater), insert this paragraph]

During this period, you will also continue to accrue paid leave (e.g., vacation leave, sick leave) which may be available for use prior to your appointment end with the authorization of your supervisor and in accordance with applicable University policies. Any unused vacation and/or bonus leave hours will be paid out to you in your final paycheck in accordance with current University policies. Please note that EPA Non-Faculty employees with 24 months or less of leave earning service with the University of North Carolina at Chapel Hill and/or anotherNorth Carolina local or state government agency have vacation leave paid in the amount of one day for each month worked at the University less the total number of annual leave days taken during their University employment. Individuals with greater than 24 months of such employment have annual leave paid out up to a total of 240 hours. The latter amounts are pro-rated in the event the employee works less than a full-time schedule. Bonus leave if earned is paid out in full. There is no payout of accrued sick leave although this leave can be restored if you return to University employment in a leave earning status within 5 years of separation. [SEE NOTE 4 FOR MORE INFORMATION ABOUT LEAVE PAYOUT RESTRICTIONS FOR THOSE WITH 24 MONTHS OR LESS OFLEAVE EARNING SERVICE.]

If you have questions regarding your benefits and any benefit continuation options following your end of employment with the University, you can contact [INSERT NAME OF OHR BENEFITS SPECIALIST] in the Benefits & Employee Services Department of the Office of Human Resources. [HE/SHE] may be reached via telephone at[INSERT TELEPHONE #] and/or email at[INSERT E-MAIL ADDRESS]. [SEE NOTE 5 TO DETERMINE YOUR DEPARTMENTS OHR BENEFITS SPECIALIST].

We sincerely thank you for all of your efforts on behalf of [INSERT NAME OF EMPLOYING UNIT] and wish you well in your future endeavors.

Sincerely,

[SIGNATORY NAME]

[SIGNATORY TITLE]

cc:Departmental Personnel File

Dean/Division Office [AS APPLICABLE FOR YOUR AREA]

EPA Non-Faculty Human Resources